Job Description

The Administrative Assistant will be responsible for handling a wide range of high-level administrative support, while working independently under general supervision and maintaining confidentiality. General duties include administrative functions and pharmaceutical operational support for the department, including timekeeping, maintaining employee files, word-processing, medical transcription, data report monitoring and compilation, anticoagulation clinic patient registration and follow-up, specialty pharmacy support, monitoring to ensure departmental cleanliness and miscellaneous secretarial and pharmaceutical support duties as described under Principal Duties and Responsibilities.

Education:
College Degree preferred, High School Diploma or equivalent required

Licensures/Certifications:
Not Applicable

Experience:
3 years’ experience

Skills:
• Knowledge in medical terminology
• General knowledge of office and pharmacy practices, procedures, and equipment; of business English, spelling, punctuation grammar and arithmetic
• Skill in using a variety of office software applications, such as word processing, spreadsheets, presentation packages, and databases applications to produce documents
• Skill in understanding and following oral and written instructions and in communicating effectively both orally and in writing
• Skill in proofing office correspondence, forms, and other work product for typographical errors, spelling, grammar, and punctuation
• Skill in performing basic arithmetic calculations
• Skill in accurate alphabetical and numeric filing
• Skill in customer service
• Demonstrated ability to maintain confidentiality of patient, employee, and department operational information
• Demonstrates ability to assist with pharmacy compliance regulations and auditing records

Principal Duties and Responsibilities:
• Provides superior customer service. Greet visitors and direct them to the appropriate area and answer and direct calls to the appropriate party. Acts as an ambassador for the department
• Types letters, reports, forms, correspondence, test results, and other documents, using word processing, spreadsheet, database, and PPT presentation software. Ensure product is error-free and professional
• Schedules, confirms, and coordinates patient appointments, as needed. Mails patient appointment reminders and calls patient prior to appointment to confirm. Pre-registers all patients and verifies authorization of patient testing orders and insurance coverage. Registers patients upon arrival. Processes new referrals, gathers information to schedule new patients, and discharges patients from Anticoagulation Clinic, as needed
• Completes patient appointment verification calls, including patient travel screen questionnaire and creates patient file
• Triages phone calls for Anticoagulation Clinic Pharmacists and takes messages, as appropriate. Checks voice mail messages
routinely and answers promptly
• Maintains department office supply stock and aids employees in ordering uniforms. Assists pharmacy buyer with maintaining
accurate pharmacy inventory
• Assist management in the following duties: confidentially maintains department employee files, track employee schedules in
Kronos, monitor and report weekly staff tardiness/absence, monitor department compliance to established standards of practice,
send communication to staff for on call Pharmacy, specialty pharmacy, and ITC, complete daily anesthesia audits and other
data report reviews and compilation, if assigned
• Provide support for Specialty Pharmacy including: entering new patient information, updating insurance information, manage
prior authorization, contacting provider’s offices and third-party payers, organize prescriptions, perform internal audits,
mailings and correspondence, manage point-of-sale reports, ensure proper documentation and communication between all
affected parties
• Assist HR in setting up interviews. Maintains pharmacy conference room schedule
• Track and update license board for Pharmacists, Technicians, and GBMC Pharmacy to ensure compliance during BOP and Joint Commission inspection. Maintains a running electronic list for easy retrieval
• Schedule and attend intradepartmental and interdepartmental meetings, compose and distribute meeting notes (as appropriate)

All roles must demonstrate GBMC Values:

Respect

I will treat everyone with courtesy. I will foster a healing environment.

• Treats others with fairness, kindness, and respect for personal dignity and privacy

• Listens and responds appropriately to others’ needs, feelings, and capabilities

Excellence

I will strive for superior performance in every aspect of my work. I will recognize and celebrate the accomplishments of others.

• Meets and/or exceeds customer expectations
• Actively pursues learning and self-development
• Pays attention to detail; follows through

Accountability

I will be professional in the way I act, look and speak. I will take ownership to solve problems.

• Sets a positive, professional example for others
• Takes ownership of problems and does what is needed to solve them
• Appropriately plans and utilizes required resources for various job duties
• Reports to work regularly and on time

Teamwork

I will be engaged and collaborative. I will keep people informed.

• Works cooperatively and collaboratively with others for the success of the team
• Addresses and resolves conflict in a positive way
• Seeks out the ideas of others to reach the best solutions
• Acknowledges and celebrates the contribution of others

Ethical Behavior

I will always act with honesty and integrity. I will protect the patient.

• Demonstrates honesty, integrity and good judgment
• Respects the cultural, psychosocial, and spiritual needs of patients/families/coworkers

Results

I will set goals and measure outcomes that support organizational goals. I will give and accept help to achieve goals.

• Embraces change and improvement in the work environment
• Continuously seeks to improve the quality of products/services
• Displays flexibility in dealing with new situations or obstacles
• Achieves results on time by focusing on priorities and manages time efficiently

Pay Range

$17.30 - $25.11

Final salary offer will be based on the candidate's qualifications, education, experience and alignment with our organizational needs.

Equal Employment Opportunity

GBMC HealthCare and its affiliates are Equal Opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, mental or physical disability, genetic information, veteran status, or any other status protected by federal, state, or local law.